MCLE Program Assistant

Overall Position Objective:

Provides a variety of administrative, secretarial, and clerical support for the Minimum Continuing Legal Education (MCLE) Program.

This position is authorized to work a hybrid schedule.

Essential Duties:

• Provides clerical and administrative support to the MCLE Program Manager.
• Manages incoming mail, including reviewing, sorting, and distributing correspondence.
• Processes IOLTA and MCLE compliance reports.
• Completes data entry of approved CLE programs and processed compliance reports.
• Completes data entry for IOLTA reporting program, including maintaining and updating confidential account information.
• Provides information about IOLTA reporting requirements to licensees.
• Responds to a high volume of calls, emails, and other inquiries from licensees and sponsors.
• Serves as a resource on MCLE rules, procedures, and filing requirements.
• Maintains department records in Aptify in accordance with OSB’s records retention policy.
• Handles routine and special correspondence and prepares various reports as requested.
• Responsible for proper execution of all program procedures and projects.
• Executes all program procedures and processes in the absence of the MCLE Program Manager.
• Prepare and send billing reminder emails to licensees and sponsors to ensure timely payment and follow-up on outstanding invoices.
• Assists with the preparation and administration of the Bar Exam, held twice annually, as needed.
• Supports the Supervised Practice Portfolio Examination (SPPE) process, including reviewing employer and supervising attorney application and other related tasks, as needed.
• Models behavior that values diversity and incorporates inclusive and culturally competent practices.

Other Duties:

• Other duties as assigned.

Qualifications:

• High school diploma or equivalent certificate, supplemented by at least some additional completed post-secondary course work.
• Five years of progressively responsible experience in secretarial and/or administrative type office work preferably including experience in a corporate or executive office environment.
• Demonstrated knowledge of all aspects of secretarial and clerical work including typing, daily mail distribution, data entry, filing, copying, maintenance of supplies, mass mailings, and administrative organization methods.
• Demonstrated knowledge of office record-keeping and reporting systems and financial record-keeping systems.
• Demonstrated knowledge of the Microsoft Office Suite in a Microsoft Windows environment with particular emphasis on Word, Excel, and Outlook. Experience with database programs. Ability to become familiar with OSB-specific programs and software.
• Ability to type 60 WPM with accuracy.
• Effective and productive use of time management practices, prioritizing, multi-tasking, and working in a fast-paced, detail-driven, service-oriented environment.
• Interpersonal and conflict resolution skills with demonstrated ability to listen to understand and manage difficult conversations.
• Self-motivation skills requiring minimal supervision with ability to balance independent and team-oriented work.
• Ability to work in a team and provide professional customer service.
• Demonstrated written and oral communication skills using in-person and virtual formats.
• Ability to be flexible, agile, and resilient in addressing expected and unexpected situations.
• Ability to pay strict attention to detail.
• Ability to maintain a professional demeanor and provide a high level of customer service for a potentially demanding customer base in a variety of situations and with various interest groups or individuals with conflicting and competing needs, desires, and demands.
• Ability to exercise sound judgment in keeping with the policies and objectives of the MCLE Program, General Counsel’s Office, and the Oregon State Bar.
• Commitment to the concept of teamwork and cross-responsibility within a department.
• Any satisfactory equivalent combination of experience and training which ensures the ability to perform the work may be substituted for the above.

Job Related Physical Characteristics:

• Ability to communicate in person, in writing, by email, by telephone, and other communication media, e.g., video conferencing.
• Ability to operate a computer for long periods.
• Ability to remain in a stationary position for long periods.
• Ability to remain on the telephone for long periods.
• Ability to manipulate data for program and database purposes and typing.
• Ability to use standard office equipment and computer peripherals.
• Ability to perform the physical activities and movements necessary to carry out the essential functions of the position, with or without reasonable accommodation.
• Ability to maintain focus and perform detailed work requiring concentrated effort for long periods.
• Ability to perform close vision work and adjust focus from hardcopy documents to the computer screen.
• Ability to travel overnight, inside and outside Oregon, to meetings and seminars.
• Ability to lift up to 35 pounds for purposes of moving and storing files.
• Ability to work in a moderately noisy, open environment.

• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance